(2) DLA Distribution Standard System requires this capability for a near term system
release to support the year end fiscal reconciliation processing scheduled to begin August 23, 2010.
There are no EBS systems changes required.

d. DLMS Data. No new DLMS data.

9. PDC 416 Responses:

Component Comment
1. | DLA Concur without comment
2. | Army Concur without comment
3._| Air Force Concur without comment
4. | USTRANSCOM Abstains
Enclosure
4 o0f4

ADC 393 Attachment


8" Distribution depot/storage activity has no transaction for the stock or part
number requested for the dates specified, but transactions are available
since the date of last location reconciliation. For use with DLMS
Supplement 846P when beginning segment Report Type Code
(1/BIA02/20) is ‘AD’. Used only with DLMS.

9? Distribution depot/storage activity has no transactions available for the
dates specified or since the date of last reconciliation. For use with
DLMS Supplement 846P when beginning segment Report Type Code
(1/BIA02/20) is ‘AD’. Used only with DLMS.

Tas an interim exception, DLA vendor storage activities do not use codes 8 or 9 under DLMS. DLA
vendor storage activities 8-fill or 9-fill the document number field, until such time as they fully
implement ADC 198.

? See Footnote 1.

AP2.2-1
ADC 393 Enclosure


Item #

Location

DS 846P Revision

Reason

2

2/LQ01/270

Revise DLMS note for existing qualifier ‘FC’:

FC Type Physical Inventory or Transaction History
Code

DLMS Note:

J, For Physical Inventory Request Transaction,
Response to Physical Inventory Request Transaction, and
Transaction History Request (1/BIA02/20 Report Type
Codes TC, DD, and TF respectively), cite appropriate
code.

2. For Response to Transaction History Request (No
History Available) (BIA02 Report Type Code AD), onky
code values-8 and or 9 are-authorized is required; in
addition, a second iteration of qualifier FC is used to
perpetuate the code which appeared on the Transaction
History Request or cite code W or Y (DLA only) for
automatic submission of transaction history. Refer to
ADC 198 and ADC 393,

Administrative update at
DLMS note | to identify
when this code is used in
other 846P transaction
functions.

DLMS Note 2 documents
requirement for two Type
Physical Inventory/
Transaction History
Codes for 846P Response
to Transaction History
Request (No History
Available).

5. REASON FOR CHANGE: To accommodate DLMS requirement for the use of two Type
Physical Inventory/Transaction History Codes with 846P Response to Transaction History

Request (No History Available).

6. ADVANTAGES AND DISADVANTAGES:

a

Advantages: Accommodates an existing procedural requirement with DLMS

capability to provide two Type Physical Inventory/Transaction History Codes through multiple
iterations of the LQ segment.

b. Disadvantages: None known.

7. PLANNED IMPLEMENTATION DATE: Request DOD Components identify a target
implementation date to DLMSO.

8. IMPACT:

ce. AUTOMATED Information Systems (AIS).

a. Publication(s): DOD 4000.25-M, DLMS and DLMS Supplement 846P.

b. DAASC Mapping: DAASC mapping update required as documented in ADC.

(1) All DOD Component systems generating or receiving the DLMS 846P for

“Response to Transaction History Request (No History Available)” must be able to recognize
and process 2 iterations of the LQ segment for 2 Type Physical Inventory/Transaction History
Code values (data element 1270 qualifier ‘FC’).

3 of 4

ADC 393 Attachment



ENCLOSURE TO ADC 393

AP2.2. APPENDIX 2.2

TYPE OF PHYSICAL INVENTORY/
TRANSACTION HISTORY CODES

NUMBER OF CHARACTERS: One
TYPE OF CODE: Alpha/Numeric
EXPLANATION: Used in physical Inventory/transaction history

documents to identify the type of Inventory being
conducted/ requested, or to identify requests
for/transmission of custodial balances/transaction

history.
RECORD POSITIONS: ee

CODE DEFINITION

A through B- Reserved for future DoD assignment.

Cc Special Inventory, all supply condition codes. Initiated by owner,
accountable officers, or storage activity.

D Special Inventory, all supply condition codes. Initiated by owner as a
result of end of day processing imbalances.

E Spot Inventory due to denial (all supply condition codes). Initiated by the
storage activity or owner as a result of denials.

F Reserved for future DoD assignment.

G Scheduled Inventory. Inventory to be conducted within a specified
period of time according to an established plan on controlled items and
all other items or categories designated by the DoD Component.

H Special Inventory, all supply condition codes. Initiated by owner when
an Inventory is necessary and the date of last Inventory is less than 90
days.

| Scheduled Inventory. Initiated by owner based on owner's inventory
prioritization methodology.

J Special Inventory, all supply condition codes. Initiated by owner as a
result of location reconciliation errors.

K Special Inventory, all supply condition codes. Initiated by storage

activity as a result of location survey errors.

AP2.2-1
ADC 393 Enclosure


DEFENSE LOGISTICS AGENCY
HEADQUARTERS
8725 JOHN J. KINGMAN ROAD
FORT BELVOIR, VIRGINIA 22060-6221

IN REPLY
REFER TO

DLMSO August 04, 2010

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS

SUBJECT: Approved Defense Logistics Management System (DLMS) Change (ADC) 393, Revise
DLMS 846P, Response to Transaction History Request When No History Available, to
Add a Second Iteration of Type Physical Inventory/Transaction History Code (Supply)
(Staffed as PDC 416)

The attached change to DOD 4000.25-M, DLMS, is approved for implementation. The
updated DLMS Supplement will be posted to the Defense Logistics Management Standards Office
(DLMSO) Web site http://www.dla.mil/j-6/dImso/elibrary/TransFormats/formats.asp within 10
days from the above date for implementation planning.

Addressees may direct questions to the DLMSO point of contact Ms. Mary Jane Johnson,
email: Mary.Jane.Johnson@dla.mil. Others must contact their Component designated Supply PRC

representative.
ONALD C., PIPP ont

Director
Defense Logistics Management
Standards Office

Attachment

ce:

ADUSD(L&MR)SCI

Joint Physical Inventory Working Group (JPIWG)


CODE

DEFINITION

Y

Z
0 through 7

Scheduled Inventory, specified supply condition codes. Initiated by
owner for a random statistical sample Inventory.

Special Inventory, all condition codes. Initiated by storage activity as a
result of onhand balance mismatches between the locator and property
accountability records.

Scheduled Inventory, specified supply condition codes. Initiated by
storage activity for the annual statistical sample Inventory.

Reserved for future DoD assignment.

Scheduled Inventory, specified supply condition codes. Initiated by
storage activity for a random statistical sample Inventory.

Reserved for future DoD assignment.

Special inventory, specified supply condition code. Initiated by storage
activity in an effort to resolve a customer report of discrepancy.

Special inventory, specified supply condition code. Initiated by storage
activity as part of receipt follow-up (intransit) resolution process.

Special inventory, specified supply condition code. Initiated by storage
activity as a result of a disposal release order directing ownership
transfer to the Recycling Control Point.

Special inventory, specified supply condition code. A location-level
inventory initiated by storage activity for low asset visibility counts.

Special inventory, specified supply condition code. Initiated by storage
activity as a result of a location-level inventory adjustment or exceeding
predetermined thresholds.

Automatic submission of transaction history from storage activity to
owner/ manager.

Storage activity transaction history requested by owner/manager or
transaction history response from storage activity to owner.

Annual (Total) Transaction History (optional for use to distinguish history
associated with annual reconciliation from other transaction history).

Reserved for future DoD assignment.

Reserved for future DoD assignment.

AP2.2-2
ADC 393 Enclosure


ATTACHMENT TO ADC 393
Revise DLMS 846P, Response to Transaction History Request When No History Available,
to Add a Second Iteration of Type Physical Inventory/ Transaction History Code (Supply)

1. ORIGINATOR:
a. Service/Agency: Defense Logistics Agency (DLA)

b. — Originator: DLA HQ, J-3312, Inventory Management, DLA Joint Physical Inventory
Working Group (JPIWG) representative, 703-767-1606 (DSN 427)

2. FUNCTIONAL AREA: Supply

3. REFERENCE: DLMSO memorandum, June 6, 2006, subject: Approved DLMS Change
(ADC) 198, Revise DLMS Supplement (DS) 846P to Provide Capability to Advise When No
History is Available in Response to a Transaction History Request

4. REQUESTED CHANGE:

a. Title: Revise DLMS 846P, Response to Transaction History Request When No History
Available, to Add a Second Iteration of Type Physical Inventory/Transaction History Code

b. Background: Under MILSTRAP, when there is no transaction history available for the
requested timeframe, a DZK transaction history response is sent with record positions 30-43, either
8-filled or 9-filled. Under DLMS, the storage activity uses DS 846P, Response to Transaction
History Request (No History Avyailable)', for this purpose. When using DS 846P as a “Response to
Transaction History Request (No History Available)”, a Type Physical Inventory/Transaction
History Code ‘8? or ‘9” is required in the 2/LQ/270 segment (LQO1 qualifier ‘FC’ applies). Codes
“8? and ‘9’ were added by referenced ADC 198 to capture the information conveyed by the 8 or 9-fill
document number field under MILSTRAP DZK.

NOTE: There is no DLMS format designated for MILSTRAP Document Identifier (DI) Code DZK
transaction history transactions themselves, when history is provided; rather history is sent back in the
DLMS format of the original transaction, with a "history flag" identified as a beginning segment action
code ‘W1’ for historical submission. Accordingly, all transactions that were subject to historical
submission under MILSTRAP DZK, were given the beginning segment action code for historical
submissions. DLMS transactions subject to historical submission are: 527R, 8671, 940R, 945A, 9471.

c. Description of Change:

(1) A requirement not recognized at the time ADC 198 was staffed/approved is that under
current procedures, the storage activity must perpetuate the Type Physical Inventory/Transaction
History Code that was conveyed on the Transaction History Request’, in the history submittal, in
addition to providing the ADC 198 code value ‘8’ or ‘9’. Providing both the code from the request
transaction and code value 8 or 9, for 846P ‘Response to Transaction History Request (No History
Available)’ requires use of a second iteration of the LQ segment for Type Physical
Inventory/Transaction History Code (LQ data element 1270 qualifier ‘FC’). This change recognizes

‘Response to Transaction History Request (No History Available) is 846P with 1/BIA02/20 Report Type Code ‘AD’.
?Tyansaction History Request is DLMS 846P with BIAO2 Report Type Code ‘TF-Transaction History Request’ or
MILSTRAP DI Code DZJ.
lof4
ADC 393 Attachment


the requirement to carry 2 Type Physical Inventory/Transaction History Codes in 846P when it is used
as a “Response to Transaction History Request (No History Available)”, DLA requests an optional
second iteration of 2/LQ01/270 with qualifier FC which is intended be used to cite the type of
transaction history code which appeared on the associated Transaction History Request, in addition to
code value 8 or 9. This change modifies the 846P DLMS notes accordingly.

(2) DLA notes that as an interim exception to policy/procedure, DLA vendor storage
activities do not use Type Physical Inventory/Transaction History Codes 8 and 9 at this time. They
continue to 8-fill or 9-fill the document number field, until such time as they fully implement ADC
198. This exception will be noted in the MILSTRAP Type Physical Inventory/Transaction
History Code appendix.

d. Procedures: Revise DOD 4000.25-2-M, MILSTRAP, Appendix AP2.2, Type Physical
Inventory/Transaction History Code, and DLMS Data Dictionary for data element 1270 qualifier
‘FC- Type Physical Inventor or Transaction History Code’ to note that DLA Vendor storage
activities have not yet implemented ADC 198 for use of codes ‘8’ and ‘9’, as shown at the enclosure.
The updated appendix will be published in the next reissuance of the MILSTRAP manual.

e. DAASC Mapping: DAASC mapping requirements for 846P (Response to Transaction
History Request (No History Available)) (BIA02 Report Type Code AD), to MILSTRAP DZK:

(1) When 846P, BIA02/AD, 1/LQ01/270 qualifier FC code value in LQ02 is other than 8 or 9,
the LQ02 value will map to DZK, rp 7.

(2) When 846P, BIA02/AD, 1/LQ01/270 qualifier FC code value in LQ02 is 8 or 9, value 8 or 9
will map to DZK, rp 30-43 (with rp 30-43 is 8 or 9 filled depending on LQ02 value). Code values 8
and 9 do not map to DZK rp 7.

f. DS 846P Change Table.

Item # Location DS 846P Revision Reason

1. DLMS Add ADC 393 to DLMS Introductory note 5: To identify changes in the
Introductory DS.
Notes - ADC 393, Revise DLMS 846P, Response to

Transaction History Request When No History
Available, to Add a Second Iteration of Type Physical
Inventory/Transaction History Code

20f4
ADC 393 Attachment